Office Manager - Department of English - LAS

Details

Posted: 26-Jan-24

Location: Urbana, Illinois

Type: Full-time

Salary: Open

Categories:

Academic/Faculty
Business/Finance

Internal Number: 4964038

Office Manager
Department of English
University of Illinois at Urbana-Champaign
Job Summary
This position will assist the Department Head, Associate Head, Associate Head of Faculty Development, Senior Business Specialist, and the department. This position will also assist with procurement requests.
Duties & Responsibilities
Department Head Assistant

• Functions as personal assistant to the Head in the preparation of sensitive material relating to salary changes, promotions, resignations, retirements, and other matters of a confidential nature.
• Schedules all appointments for the Head through an electronic calendar on the outlook as requested by Head.
• Manages calendar of departmental events and university deadlines, making sure that Head is kept abreast of relevant deadlines.
• Screens phone calls to Head, making determinations about their priority and/or the need for Head's attention.
• Proofs, copies, and files all Head's correspondence.
• Assists with the preparation and tabulation of ballots for the department's elected committees.
• Schedules meetings (such as faculty meetings, meetings of the Advisory Committee) at Head's request, coordinating locations working with attendee's schedules.
• Makes all travel arrangements for Head.
• Assists the Senior Business Manager maintains central filing system of all correspondence of matters pertaining to department. Maintains all personnel records for department faculty and Academic
• Professionals.
• Gathers and provides factual information from files as requested by Head.
• Collects, records, reviews, and submits to Head of Department all applications for sabbatical leaves.
• At Head's request, may be asked to take and post minutes at faculty meetings.
• Coordinates spring faculty annual reports for review by Advisory Committee. Tabulates results of reviews for Head to determine salary increases.
• Prepares weekly donor acknowledgement letters for Head's signature.
• Update Faculty Ranking list annually and throughout the year as leaves, sabbaticals, promotions, and FTE changes occur. Distribute new versions of list to Head, Associate
• Head, and Senior Business Manager for their use and confirmation.

Promotion & Tenure Coordination

• Prepares yearly promotion and tenure reviews, within campus deadlines, preparing all promotion papers in accordance with departmental bylaws and in accordance with frequently changing policies originating from the executive Committees of the College of LAS and the Vice Chancellor for Academic Affairs.
• Assists the Department Head with clerical aspects of promotion and tenure processes, including formatting materials, editing letters as needed, compiling dossiers, and
• overseeing mailings. Close attention to detail is imperative in checking the format of curriculum vitae, and letters to outside reviewers, which involves acquiring information from both university and outside sources.
• Gathers data for teaching evaluations. Assists Head in preparing final documents for submission to College.

National Searches Coordination

• Lists job advertisements in appropriate chronicles and journals in accordance with college and campus guidelines.
• Works with LAS HR service center to prepare, edit, and route (via campus HR systems) search related paperwork for search committee in collaboration with departmental diversity advocate.
• Prepares applicants' files for committee review in campus review systems, including the collection of confidential references and making sure all search committee members have access to files prior to committee meetings or interviews. Acts as liaison between applicants and Search Committee. Consult with LAS HR service center when clarification is needed
• Makes arrangements with the chair of Search Committee for off-campus interviews at the annual MLA Conference meeting each December.
• Makes travel arrangements for candidates selected for campus visits and coordinates visit schedule with Search Committee.
• Coordinates departmental receptions for on-campus interviews, ordering food and beverages.
• Works with search committee Chair, Department Head, and LAS HR service center to oversee preparation of all required materials for submission via campus HR systems of proposed hire paperwork.
• Manages the rejection notices that go out to all applicants after position has been filled.

Administrative Duties

• Assists with expense reports for the Department in Chrome River, iBuy and other Procurement systems, checking allowability of the item(s) being reimbursed or directly paid, verifying provided accounting information using University tables and departmental fund ledgers, verifying balances available, and verifying the Expense Reports are completed accurately as per instructions from University Payables.
• Manage departmental equipment inventory. Lookup and research inventory records as requested by the Senior Business Manager, assist Senior Business Manager with keeping departmental inventory reports and records, assist with biennial physical inventory, complete annual reconciliation of all off-campus equipment with users, and submit updates to equipment loan requests to Business Manager for approval. Submit disposal requests for damaged, outdated, or unneeded inventory. Coordinate with movers to pick up approved disposal orders.
• Send notices to staff for monthly meetings in accordance with preset schedule.
• Process student award payments in DAWS system.
• Perform other duties as assigned to further the mission of the unit.

Required Qualifications
1. High school diploma or equivalent.
2. Two (2) years (24 months) of work experience comparable to the third level of this series.
Successful candidates will have the following:

• Ability to communicate effectively with others, Awareness of, and sensitivity to, cultural and linguistic differences, Commitment to diversity and inclusion
• Thorough understanding of various departmental divisions' activities and responsibilities, such as Human Resource, Purchasing and Payables.
• Excellent communication skills (oral, written, and computer). Strong interpersonal skills.
• Have proficiency with University business applications including ANA, Banner, Chrome River, EDDIE, Document Direct, iBuy, campus hiring systems, and standard office productivity software including word processing, spreadsheet, database, email/calendaring, and Web browser applications.
• Working knowledge of current procedures relating to incumbent's duties and responsibilities.
• Able to seek information and remain informed of changes to those systems and procedures.
• Knowledge, understanding, and respect for policies and procedures of the University of Illinois and the Department of English.
• Ability to perform duties and responsibilities in a manner compliant with policies and procedures.
• Ability to be proficient in finding policy and procedure information in the University's Policies and Procedures manual.
• Familiarity with and ability to operate and troubleshoot standard office equipment, such as copiers, printers, scanners, shredders, fax machines, etc.
• Ability to retain confidentiality of Department of English documents.
• Excellent customer service and the ability to deal diplomatically with occasional unpleasant and/or dissatisfied persons.
• Proactive communication with students, staff, faculty, the Business Manager, the Associate Head and Department Head of the department. Commitment to diversity and inclusion.

Appointment Information
This is a 100% full-time Civil Service 3266 - Office Manager position, appointed on a 12-month basis. The expected start date is as soon as possible after the deadline date. The salary for this position is set by a collective bargaining agreement and the rate for the position is $22.701/hour.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .
Application Procedures & Deadline Information
Applications must be received by 6:00 pm (CST) on February 8, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting and upload your cover letter, resume (months and years of employment must be included), and names/contact information for three professional references. Please remember to include specific information on how you meet the qualifications of the position in your application materials, including all relevant experiences. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact [email protected] . For questions regarding the application process, please contact 217-333-2137.
For assistance with resume creation and mock interviews, please follow this link for University of Illinois Human Resources workshops (held every other week): https://illinois.csod.com/ux/ats/careersite/1/home/requisition/1595?c=illinois
The University of Illinois must also comply with applicable federal export control laws and regulations and, as such, reserves the right to employ restricted party screening procedures for applicants.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify .
Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing [email protected] .

Requisition ID: 1022308
Job Category: Administrative Support
To apply, visit https://illinois.csod.com/ux/ats/careersite/1/home/requisition/9231?c=illinois
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